Agenda - 06-22-1998 - 9b - Laserfiche WebLink

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ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. G~ - b ACTION AGENDA ITEM ABSTRACT Meeting Date: June 22, 1998 SUBJECT: Professional Services Contract between Orange County Tax Department and Stadermann Consulting Services Inc., d/b/a SCS Direct Mail Marketing DEPARTMENT: Tax Assessor and Tax Collector PUBLIC HEARING: (Y/N) No BUDGET AMENDMENT: (Y/N) No ATTACHMENT(S): Billing and/or Notices Services Agreement INFORMATION CONTACT: Ginger Rolfe, Tax Collector TELEPHONE NUMBERS: - -ext. 2727 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To approve an agreement between Orange County and Stadermann Consulting Services, Inc. for the production and mailing of tax bills andlor notices. BACKGROUND: At the March 4, 1998 Board of County Commissioners regular meeting, the Board approved a change in the tax notice format from the preprinted postcard notice to an 8 1/2 x 11 inch notice with a mailing and a return envelope. The changes were intended to take effect with the real property tax bills to be mailed in July, 1998. The Board authorized the Tax Collector and Tax Assessor to find an outside vendor to produce, insert, and mail tax notices because the county does not have the necessary equipment to produce such notices in- house. The Collector and Assessor visited the facility in Cumberland County where the work under this agreement would be carried out, and were favorably impressed with the efficiency and accuracy with which SCS accomplishes this work for other North Carolina local governments. They also received favorable references about SCS work from some of those governments. Under terms and conditions of the proposed agreement, the vendor is required to provide the following services: 1) Process, print, fold, insert, label, meter, sort, and mail bills and/or notices within 24 to 48 hours of the receipt of billing and collection information from the Orange County Tax Department. 2) Furnish all labor, material, equipment, quality control procedures, and supervision for the process. 3) Utilize bar coding and arrange/sort mail to qualify for lowest postage charge consistent with USPS standards. 4) Include a graphic on tax notices showing how county and municipal tax dollars are spent.